What to Buy for a Jazz Festival

A jazz festival needs more than food and drinks. You’ll also need the practical equipment that keeps musicians, volunteers and visitors comfortable: reusable drinking glasses, cables, lighting, tables, seating and stage furniture. Use this shopping list alongside your setup schedule so rented items arrive before the stage, tents and catering are prepared. Check the final guest numbers and artist requirements before buying consumables, then allow extra time for chilling drinks, preparing food and checking equipment.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Tablesqty 18
Folding chairsqty 220
Bar stoolsqty 8
Buffet tablesqty 6
Party tentsqty 4
Stage backdrop

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Instrument cablesqty 20
Microphone cablesqty 16
Extension cordsqty 12
Extension cordsqty 10
Cable matsqty 12
Keyboard standsqty 3
Piano stoolqty 2
Guitar amplifiersqty 3
Drum kit
Music standsqty 8

Lighting

LED stage lightsqty 8
String lightsqty 10
Work lightsqty 4
Light standsqty 4

Tableware

Reusable drinking glassesqty 350
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 350
Cutlery setsqty 350
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coolersqty 8
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Cutting boardsqty 6
Kitchen knivesqty 6
Food warmersqty 6
Storage binsqty 20

Decorations

Festival bannersqty 6
Tableclothsqty 18
Stage drapesqty 4
Program standsqty 8
Route signsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Cleaning cartsqty 2
Glovesqty 12

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Teaspoons - 100 pieces
- Still water - 24 bottles
- Sparkling water - 24 bottles
- Cola - 18 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Tonic - 8 bottles
- Ginger beer - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pils - 240 bottles
- White beer - 48 bottles
- Red wine - 24 bottles
- White wine - 24 bottles
- Rosé - 12 bottles
- Bubbles - 6 bottles
- Gin - 4 bottles
- Vodka - 3 bottles
- Rum - 3 bottles
- Whisky - 2 bottles
- Lemons - 5 kilograms
- Limes - 3 kilograms
- Ice cubes - 30 kilograms
- Baguettes - 25 pieces
- Mini pistolets - 300 pieces
- Unsalted butter - 2 kilograms
- Hummus - 4 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 5 kilogram
- Brie - 3 kilograms
- Cooked ham - 4 kilograms
- Smoked chicken - 3 kilograms
- Arugula - 2 kilogram
- Cucumbers - 20 pieces
- Tomatoes - 6 kilograms
- Bell peppers - 4 kilograms
- Red onions - 2 kilograms
- Olives - 3 kilograms
- Grapes - 8 kilograms
- Apples - 120 pieces
- Bananas - 80 pieces
- Mixed nuts - 4 kilograms
- Plain chips - 20 bags
- Paprika chips - 20 bags
- Savory snacks - 15 bags
- Cookies - 12 packs
- Brownies - 200 pieces
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Pesto - 2 kilograms
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 12 bottles
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper cups - 400 pcs
- Wooden stirrers - 500 pieces

Tips

Plan drinks for the expected attendance, then add around 10% extra for late arrivals, volunteers and performers. Chill the first service before guests arrive and keep a separate reserve for the final part of the festival.
Count reusable drinking glasses at roughly 1.5 to 2 per guest if washing is possible during the event. If there is no washing point, provide at least 2 glasses per guest and arrange collection tubs.
Check the technical requirements with every act at least 2 weeks before the festival. Confirm microphones, DI boxes, instrument cables, monitor speakers, amplifiers and stands rather than assuming one standard setup will suit every band.
Bring more extension cords and cable mats than the stage plan seems to require. Keep cables away from walkways, protect every crossing with a mat, and test power and work lights before the first soundcheck.
Buy or reserve lighting for both the audience area and the working areas. LED stage lights and string lights create visibility for the program, while work lights and light stands help volunteers check the stage, toilets and catering area after dark.

Frequently asked questions

How many reusable glasses do I need for a jazz festival?: Allow 1.5 to 2 reusable glasses per guest when they can be washed during the event. Without on-site washing, plan for 2 glasses per guest and add about 10% for performers and volunteers.
How much extra food and drink should I buy for a jazz festival?: Use confirmed registrations as your base and add 10% for late arrivals, staff and artists. For drinks, plan roughly 2 to 3 servings per person during the first hour, then adjust the remaining stock to the festival length and weather.
When should I confirm the jazz festival sound equipment?: Confirm the equipment list with the musicians and sound company at least 2 weeks before the event. Recheck microphones, monitor speakers, DI boxes, cables, amplifiers and the mixing console during the final week.
What lighting is needed for an outdoor jazz festival?: Plan separate lighting for the stage, audience routes and work areas. Test LED stage lights, string lights and work lights at least 1 evening before the festival, especially if setup continues after sunset.

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